How do I create a workflow approval form?

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    tom.lademann
    Asked on May 28, 2020 at 10:24 PM

    Hi ... I am trying to send a number of employees a contract renewal that I am generating out of AutoCrat to create a pdf to send to employees. I need them to SIGN and return the contract ... and then have it routed to a manager to sign ... then the finshed PDF to be stored in a Google Drive and ideally emailed to the employee.


    I know you can create signature fields ... is there a way to do a mailmerge to have a prepopulated form (where they can not change the fields) review and sign?

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    Vanessa_T
    Answered on May 29, 2020 at 03:01 AM

    If I'm not mistaken with AutoCrat, you can actually do the same using our Spreadsheet to Form widget.

    How-to-Use-the-Spreadsheet-to-Form-Widget

    Then for the fields that were auto populated by the widget, make them read-only so the users cannot change anything in there.

    159073529800385.jpg

    Add all other information/question you need within the form, then follow the guide below to create like a signing workflow:

    A-General-Approach-on-Building-an-Approval-Process-Workflow

    How-to-Add-an-E-Signature-to-Your-Form

    You can also customize a PDF Submission Report which will be sent to Google Drive if you integrate Google Drive within your form.

    How-to-Customize-PDF-Submissions-Report

    How-to-Integrate-a-Form-with-Google-Drive

    However, please note that the Google Drive integration cannot be conditioned to be only synced when the manager signs. Each submission including edits will create the PDF file in your Google Drive.

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    tom.lademann
    Answered on May 29, 2020 at 09:28 AM
    Thanks ... I will look all this over and see how it goes.
    ...
  • Profile Image
    Vanessa_T
    Answered on May 29, 2020 at 09:35 AM

    Great. If you ever stumble upon some issues or have some questions, don't hesitate to contact us again.

  • Profile Image
    tom.lademann
    Answered on June 01, 2020 at 07:28 PM
    Ok ... so this is the process I am trying to set up. I am hoping to create
    some new employee contracts to send out to our teaching staff.
    1. The form is opened by someone in HR - the type in the unique employee
    code (or cut and paste from a spreadsheet since I am making it a lengthy
    serial number for security)
    2. When the form populates with the new or returning Employee information
    the HR staff hits send.
    .. then it triggers an autoresponder to the TEACHER to accept the contract
    (the drop down status and the spreadsheet widget are hidden with a
    condition)
    3. When the employee signs the contract they hit submit and now because it
    has a signature it routes to an Administrator to SIGN their portion.
    4. When this happens the autoresponder sends HR an email that a new
    contract is completed ... it saves a PDF with all the fields completed in
    Google DRIVE and the employee receives and email with their signed contract.
    ... so I am working my way through the logic BUT I noticed that an employee
    could stumble upon the original form URL AND if they knew the unquie codes
    ... could get the form to autopopulate .. thus see someone elses salary.
    Can I use permissions to stop them from being able to do that? Can they
    fill out their partially form if I restrict the form?
    Do you see any issues with my ability to do this work flow?
    ...
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    roneet
    Answered on June 01, 2020 at 11:45 PM

    While sending the form to different levels(teacher, employee) you can hide the Spreadsheet to Form widget so that it is only visible when the form is opened by HR or when the form is edited by using the Get Form Page URL:

    https://www.jotform.com/widgets/get-form-page-url

    If Get form page URL contains "edit" then hide the Spreadsheet to Form widget

    You may also enable/disable the fields on different levels/

    Guide: https://www.jotform.com/help/371-How-to-Enable-Disable-Fields-Using-Conditional-Logic

    Let us know if you have further questions.

    Thanks.